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Financial Training User Manual

1. FPROD Invoice Information Update Display Page 44 wy Introduction To The Spectrum System Chapter 13 Data Entry All data entry takes place on the panel or panel group by using edit boxes radio buttons drop down list boxes checkboxes or long edit boxes These all occur on panels and associate directly with the database tables Moving Between and Within Panels When moving within the panel certain things are critical to remember The Enter key is equivalent to the Save command Using Enter will not move you around the panel Use Tab or your mouse to navigate around the panel The Tab key moves you one field at a time in a pre determined sequence Shift Tab moves you backwards one field at a time Or you can move to a specific field using your mouse Simply position the pointer on the field and click the left mouse button Using the Tab to move through the fields will ensure all required elements have been entered You can move between the panels in a Panel Group by choosing any of the following methods Click on the panel tab with the mouse Press F2 to move to the next panel and Shift F2 to move to the previous panel Click the toolbar icons gt the Next Panel in Group icon and gt the Previous Panel in Group icon select the panel through the menu bar The Name field is defined with a Name format that requires you to enter data as LastName FirstName Initial Page 45 A Introduction To The Spec
2. Displays the data for the next data row in your Search List Box This 3E push button appears gray if you did not select the data row from a list box if there is only one row in the list or if the data displayed are the Next In List last row on the list Displays the data for the previous data row in your Search List Box This push button appears gray if you did not select the data row from Previous a list box if there is only one row in the list or if the data displayed in List are the first row on the list Displays the list box generated by the search record for this panel and allows you to select another row If you accessed a row directly List without going through a list box this push button is grayed out Panel Navigation Using toolbar buttons is the most efficient way of moving through the panel groups when performing data entry or viewing information In a data entry session many panels may have to be accessed to complete the data entry process These steps may also be accessed from the View menu View Go Favorites Use Process Ing Navigator Display Next Panel in Group F2 Previous Panel in Group Shift Fe Next Panel F Previous Panel ShiFk F 6 ret oor Mext in List FQ Previous in List ShiFk F9 List Ctrl F9 Next Step Plz Previous Step shitt F lz Panel Name _ Toolbar Status Bar Page 33 Cy Introduction To The Spectrum System Panel Navigation continued from previous
3. Asset Management Accounts Payable The Purchasing module is used to process requisitions and purchase orders for the procurement of goods and services from suppliers external to the University excluding purchases acquired using the PCard or Petty Cash The Purchasing module in the Spectrum system is totally integrated with the General Ledger and Accounts Payable modules This makes it possible for the end user to have up to date information at their desktop on budgets requisitions purchase orders and receiving and payment activities The Asset Management module maintains capitalized assets as well as non capitalized inventory items Assets may be added manually or can be fed through an interface with the Accounts Payable module This module is used to add adjust transfer and retire capitalized assets and non capitalized inventory items The Accounts Payable module includes processing and managing vouchers and processing payments This module interfaces with the Asset Management and General Ledger modules Disbursements is responsible for the printing and disbursement of checks to tender payment to vendors for goods and services purchased by the various departments The department also tenders payroll checks for the Human Resources department as well as refund loan checks for the Student Accounts department These responsibilities are performed using the Accounts Payable module Page 6 he Introduction To The Spectrum System
4. Introduction To The Spectrum System Financial Training User Manual PeopleSoft Financials Version 7 5 Revised January 2006 Page 1 Q Introduction To The Spectrum System Chapter 1 Chapter 2 Chapter 3 Chapter 4 Chapter 5 Chapter 6 Chapter 7 Chapter 8 Chapter 9 Chapter 10 Chapter 11 Chapter 12 Chapter 13 Chapter 14 Appendix A TABLE OF CONTENTS Financial HIGGHIES 21cacsnsexisanenceeserisecaaseesaaeeieeunsenicerseaneits Page 5 Spectrum Terms amp Definitions cccccceeeee esses esse eaeees Page 7 U C612 2 lt lt ee ee ee eee ee eee ee Page 12 Downloading C74 eaeee eee een ee eee enema arene Page 14 Logging on to the Spectrum SystemM ccceeceeeeeeeeeeees Page 17 Navigating through the Spectrum SystemM ccceeee eee Page 20 VION E S E E E Page 23 Panels amp Panel GIOUDS vescccuconedsectmedetenercdseioawmesvecdeaen se Page 26 Fane Es IVINS essri iiir rnani EnaA EENES Page 27 POO F Oe oN EER EERE EE R Page 31 ENECO DAUN caaecutehen capncctieeccernntedbansemuatesuuavesaaanetce Page 36 Data ROMOVA i ocorrer Ener E rE ENE TEN Page 38 Data EMU oxinvaxssntensenvonetncentunnenaccianbansedsanseutantessssiaaeannnd Page 45 Be Co S oo ne eee eee E mr Sen cme eter ete Page 47 Keyboard FUNCHONGS ccna nceccestrne deescauidsersteagdutsaeedencecconedss Page 52 Page 2 he Introduction To The Spectrum System Overview The Board of Regents purchased PeopleSoft software in July 1997 a
5. OOO0001672 5 Controlled Budget Upd Disp FINMEF PROJ GRT_B 6 Organization Budget Status Upd Disp Org _Bigt_Skatus 7 Item Header Upd Disp GSUFS COMM EO 8 Combination Data UpdsDisp 9 ProjectiGrant Upd Disp GSUFS FLT67 The current panel being displayed is checked The list of recent panels is only available during a single logon period The list is cleared when the user logs off of PeopleSoft To access the Recent panel navigate as follows e Go Recent e Select one of the panels listed in the Recent panel group e The panel you selected will display Page 22 A Introduction To The Spectrum System Chapter 7 Windows Through menu selections you are able to access various Spectrum System windows A window is a section of the Spectrum System that allows you to access data entry panels Each window has a specific purpose for accessing information within the system For example if you are using the Payables module of The Spectrum System one window is specific to entering vendor information another to entering vouchers and yet another for creating payments These windows are used to access the panel or panel group in which data entry process view or report procedures are performed The Spectrum System window consists of a title bar control menu box a menu bar a toolbar and a status bar Control Title Bar NAERAA SAN Enter Youcher Information JHAR maA me e Sle Sle v jalg Men
6. Unit Voucher Invoice Cancel Search Detail Use Query New Query Gross Amt Date ShortName Vendor Page 42 he Introduction To The Spectrum System Input your search criteria and press the Search button Business Unit defaults to GSUFS Voucher ID 007 Invoice Number 2005 Name 1 Frank Update Dis play Express Voucher Business Unit Voucher ID invoice Number GSUFS OK 007 2005 Cancel Search Short Yendor Name Yendor ID Hame 1 rut GSUFS GSUFS GSUFS GSUFS GSUFS GSUFS GSUFS GSUFS GSUFS GSUFS GSUFS GSUFS GSUFS 4 Voucher 00701219 00702595 00705357 00707395 00707294 00712254 00726357 00726960 00731974 00732012 00731973 00731593 00731669 a Frank AET ae 1047 3 350 Jr 5 34 9 2706 2130 1415 ot 3000 B16 1855 5 J695 AENEA ALAELERLANAENEI ERREEN UME A II lal 1F 7 De GIF ELA A l oO 1 1 2005013119005519 200502091757214 2005021518115189 2005021518115189 2005030918033215 2005051618323457 2005051817593445 20050607183700104 200506071837001 035 200506071837001106 200506071837001 765 2005060718370099 This example uses partial values for the Voucher ID and the Invoice Number fields and a Wild Card for the Name 1 field Step 5 Search Results The Spectrum System retrieves all vouchers that have voucher ids that begin with the numbers 007 and that have Invoice Numbers that begin with 20
7. 11000 PSSOOO 812 326 00 10 1110 110600000 11000 PSFOOO 3 044 579 00 10 1110 110600000 11000 TROOOO 47 198 00 10 1110 110600000 11000 SP0000 88 859 00 10 1110 110600000 11000 EQ0000 20 000 00 Total Organization 4 012 962 00 Page 11 A Introduction To The Spectrum System Chapter 3 Security Access A user name and password are required to log in to the Spectrum System To apply for your user name and password you will need to access the Spectrum webpage http www2 gsu edu wwwspc Forms index htm_ and follow the instructions for downloading the Adding a New Spectrum User form Step 1 To apply for security access to the Spectrum System go to the Spectrum webpage http www2 gsu edu wwwspc Forms index htm E Spectrum System Forms Microsoft Internet Explorer E a x File Edit view Favorites Tools Help Bak gt amp A Qsearch GaFavortes media CH B amp 4 Address http iwww2 gsu edu wwwspc Formsfindex htm acy Office of Spectrum Systems Gy GeorgviaState A Department of Finance and Administration 2 Patent LiIniversity es Office Infos eee fOFMS E N as REPONS aad as Training aad pe Spectrum System Forms Please click on any of the links below to access electronic copies of the forms available for Spectrum System users Some of these forms may be used in place of entering certain transactions online while other forms are necessary for completing transactions For
8. Chapter 2 Spectrum Terms and Definitions The Spectrum System chart of accounts consists of the Fund Program Department Class Project Account and Budget Period A fund is an entity with a self balancing set of accounts for recording assets liabilities fund balance and changes in the fund balance Examples of the new funds include 10 for current unrestricted funds 20 for current restricted funds and 50 for capital projects Program A chartfield which tracks the functional purpose or activity of expenses and revenues The appropriation or subclassification field represents the type of funds that are either being received or expended For example general funds are coded as 11000 special funding initiative is coded as 13000 lottery funds are 14000 and departmental sales and services are 41001 Page 7 he Introduction To The Spectrum System Examples of Chartfields Eee SS Projet O O NA Page 8 A Introduction To The Spectrum System SpeedType SpeedChart SpeedTypes are used on numerous panels to simplify data entry When you type the SpeedType key chartfield values that you have assigned to the key are automatically populated for you SpeedTypes can be defined for any combination of valid chartfields They are utilized within the Spectrum System to enable the user to enter the SpeedType rather than the actual combination of chartfield values during input on the General Ledger module A similar function kn
9. Mary K or Reg ID a 10 digit number 0000031508 Leading zeros must be included when entering IDs gt Partial Values Partial value searches allow you to enter only a partial value in a field and browse through a list of possible matches to select a record Some examples include Voucher Id 00751 Requester or Buyer Name a partial name Cla or Req ID 00000315 gt Wild Card The wild card is useful when searching using partial values The wildcard represents unknown characters in a search An example of a wild card search would be entering Mary in the Requestor Name or Buyer Name field The system would return all people with Mary as part of their first middle or last name If you Know all of the necessary search keys to identify your data you may enter that information and click OK to display the panel with the information you requested Example of Full Text Value Search Update Display Express Youcher Business Unit GSUFS DK Youcher ID 00751 438 Cancel SS Invoice Humber Detar Short Vendor H ame Vendor ID l Use Query Hame 1 New Query Unit voucher Invoice Gross Amt Date Short ame vendor fGSUFS Dida B3220 O OOOO A ea DELLMAREET DOI aR Bath T r In the example above the full text value was known and entered into the primary key Voucher ID This is known as a full complete search The Business Unit by itself is not a primary key since the Spectrum System only u
10. procedures on processing these forms to the responsible departments please refer to the Spectrum Operations and Navigational Guide SONG which can be found on the Online Training Guides page of this website instructions for downloading these forms via Microsoft Internet Explorer and Netscape are included below Adding a New Spectrum User Word Purchase Requisition B Visa Certification Request for Wire Transfer Form Consulting Agreement Short Form For use with other State Request to Transfer Decaled Equipment Form governmental entities including State agencies and other University System institutions Request to Transfer Non Decaled Equipment and It L h 3 000 Consulting Agreement Long Form ems Less Than 3 0 ee Travel Project Advance Request Consultant Requisition Travel Requisition Employee Consultant Payment Authorization Form eT IR isition Student Deposit Remittance Closing Advance ee Maan Travel Expense Statement x E Downloading From site http www2 gsu edu wwwspc Forms index htm Internet Step 2 Click on Adding a New Spectrum User link to download form Page 12 A Introduction To The Spectrum System Step 3 Complete the Request For User Access Correction of Access form Refer to the following link for assistance in completing the form http www2 gsu edu wwwspc I raining securityprocedure pdf THE SPECTRUM SYSTEM The University s Sta
11. 0000149 1999 07 30 DUTCHESS 001 GSUFS 0000000222 1999 08 04 MEDCO 002 M hE gt More matching entries were found than can be displayed _l In this example the cursor is placed in the Vendor ID field and the F4 button is pressed which brings up a list of valid values for Vendor ID When you click on a row of data it becomes highlighted In our example the vendor ShortName LEXISNEXIS 001 has been selected for retrieval To select the data for the field double click on it Notice the message at the bottom of panel More matching entries were found than can be displayed This message conveys that the search criteria should be limited or narrowed down to better assess possible choices lt Shift gt F4 You can also limit your search by deleting any existing values from the field and entering the first character or characters you want the Spectrum System to match Example lt Shift gt F4 If you delete the data from the Business Unit field type a G Press lt Shift gt F4 you will retrieve a list of all Business Units beginning with G Valid Values O Cancel z Description n Search a Descr GSU Athletic Association fa iaa Georgia Gtate Unity ETS ity GSURF GSU Research Foundation Page 41 he Introduction To The Spectrum System Exercise Step 1 Partial Value Search Using a Wild Card Navigate to the Express Voucher Search Dialog Box Navigation Go Administer Procurement Enter Voucher In
12. 05 and the characters Frank is included in the first middle or last name of the Name 1 field Step 6 Retrieve Data Review search results Retrieve data by double clicking on Voucher 00705357 or clicking on Voucher 00705357 and pressing the OK button Page 43 he Introduction To The Spectrum System Step 7 The Spectrum System retrieves voucher 00705357 for viewing Enter Voucher Information Use Express Voucher File Edit Yiew Go Favorites Use Process Inquire Report Help 5 s x 2 E E a ee mjm j Sa Bley tv Invoice Information PI Payment Record Payment Approvals and Matching Accounting Information Currency Template Information Status Summary Comments Unit GSUFS Voucher 00705357 Group 001520 Lines 1 Balance 0 00 Name FRANKLIN R 002 Loc 000001 Franklin Regina A 2085 Roswell Rd 1421 marietta GA 30062 endor 000587727 Nii Addr 20 Terms Nov Gross 350 00 USD Use E Sales 0 00 Date 02710 2005 2 Schedule Freight 0 00 e Tspe Invoice fritid iriveslS Received rr JAE Distribute b SpeedChar pe 1 e Id Reference lee y Amount mem Description Quantity UOM Unit Price aff Amount Account Fund DeptiD Program Class Bdgt Pd 1 350 00 219800 fio 10000000 1983 2005 ProjtGrt GL Unit Ezch Rate Suspense Asset Stat GsuFs i 1 00000000 p
13. 18 OFFICEINTE 003 201177973 4 d In this example the primary key is unknown The vendor name Name 1 field is used as an alternate search key to help locate the data Upon entering the data in the field Name 1 press the Search button to display a list of records matching the criteria you entered OFFICE INTERIORS INC From this list select the appropriate data row Search Results Search Results show all rows which match your search criteria The search function can retrieve up to 300 entries from the database at a time Use your browser s scroll bar to view all listings on the current page If your search retrieves more than the maximum 300 listings a message at the bottom of the panel will display More matching entries were found than can be displayed lf you are unable to retrieve the data you need on the first attempt narrow your search by using wildcards and or entering additional criteria It is better to narrow your search if the results display too many rows to effectively review You can increase your system response time by limiting the number of rows the Spectrum system retrieves during a search This is particularly useful with tables that have many rows such as the Vendor ID Table You can prompt for lists of valid values from entering partial values just like in a Search Dialog Box F4 Function Key There can be many entries in the Vendor ID Table You can select the drop down list box or Press F4 to view the fi
14. a rojiGr a 3l e pemn uspense 7 J The navigational path Go Administer Procurement Enter Voucher Information Use Express Voucher Invoice Information means that you will find the Express Voucher Invoice Information panel in the Use menu in the Enter Voucher Information window The navigational path allows you to move through levels so that the final panel is the Data Entry Process View or Report panel for the specific business process in this case Express Voucher Page 21 Cy Introduction To The Spectrum System Recent The Spectrum System maintains a history of the panels you access You may toggle back and forth between recently accessed panels to view data quickly As you move between different panels and panel groups The Spectrum System maintains a list of these panels Up to ten panel names are recorded during the course of navigation The following example details ten panels accessed within the Spectrum System Go Favorites Use Process Inquire Report Help Back Eora New Window d Define Business Rules Maintain Items W Administer Procurement Manage Assets Tr Fr Fr F F Process Financial Information Establish Asset Processing Georgia State University PeopleTools Recent law D Purchase Order Upd Disp GSUF5 0000030719 Ts Requisitions Add GSUFS NEXT 2 Asset Express4dd add GSUFS NEXT 3 vendor Bank Accounts Upd Disp GSUFS 1NBO1 4 Vendor Information Upd Disp GSUFS
15. ating more information is available These rectangles have a small square inside Move the small square up or down inside of the rectangle to view additional rows of data Scroll Bars Example of Data Processing Elements Enter Youcher Information Use Express Youcher _ lolx File Edit View Go Favorites Use Process Inquire Peport Help Unit GSUFS Foucher 00793055 Group Lines 1 Balance Name KRAFTPOWER 001 Loc 000001 KRAFT POWER CORPORATION POBOs 2189 Ee WOBURN MA 01989 0389 Yendor 042381327 Si Addr 2 Terms now E Gross 947 58 Usp Use E Sales 0 00 Date jize202005 Schedule gt a Tape DRG Freight 0 00 Invoice GASIN 110855 Received 3 im ll 0109 2006 Org 797000000 Date Distribute bg SpeedChart fm i a Amount Item Description Quantity UOM Unit Price 1947 58 Emergency generator 10000 EA gt l 1947 5000 Amount Account Fund DeptiDb Program Class Bdgt Pa al 1 1947 58 risize fio rarz4o0c firz0 noo 2008 ProjiGrt GL Unit Exch Rate Quantitq sy as O zl Asset Stat asuFs gt l LOOOO0000 i000 F FRROD I Invoice Information aa Scroll Bars Page 30 A Introduction To The Spectrum System Chapter 10 Toolbar Function The toolbar buttons are shortcuts to functions associated with data entry The same functions can be accessed from the menu bar If buttons are grayed out the associated functio
16. c budget checking E On line real time processing of transactions E Enhanced end user report writing capabilities 0 Use of Query tools for retrieving data Page 3 A Introduction To The Spectrum System Course Objectives Understand Basic Spectrum Terms and Definitions Request Security Access Download Citrix Logon to the Spectrum System Navigate through menus windows and panels Use Search Enter and view data Run and view reports Page 4 A Introduction To The Spectrum System Chapter 1 Financial Modules The Spectrum System is comprised of four financial modules General Ledger Purchasing Asset Management and Accounts Payable General Ledger Budget Checking Module Management Accounts Purchasing Payable General Ledger The General Ledger module is the control center of the Spectrum Financials System as it integrates and reports on information from all modules The University s chart of accounts budgets journals and actuals are all maintained through General Ledger module activities The Spectrum System consolidated numerous business processes as well as centralized many of the University s reporting needs For example the monthly and annual financial reports are based on information that is available through General Ledger reporting capabilities which helped to eliminate shadow systems Page 5 he Introduction To The Spectrum System Purchasing
17. cess Inquire Report Help x es z n Requisition Form Requisition Schedule Header Comments Defaults Details Activities Pa n e G ro u p 0000030618 Business Unit GSUFS Requisition ID Status Pending Approval Requester Franklin Mary K Origin DRG Dept e1 2250000 Item ID Category Long Description Actions Line Requisition Quantity UOM Price Ship To Location Due Date ESAT IO LEM Alarm System oopwkiwptkookernotffeN EN IES OD 1 0000 EA 5 000 00000 CENTRAL 1271672005 Please note above the navigation path appears in the title bar for the Requisitions panel Also the screen above displays the Requisition Form panel Page 26 wy Introduction To The Spectrum System Chapter 9 Panel Elements Panels provide a graphic window display of the Spectrum System You use panels to view enter and update information stored in application tables There are many different types of elements to organize information on panels and to enable you to enter data The options include aesthetic elements data entry elements and data processing elements Aesthetic Elements Aesthetic elements help to organize and emphasize different fields or information on a panel These elements are visual aides they never update data in the database A display only alphanumeric field with a maximum length of 30 Text characters used to describe a pa
18. e running reports budget checking requisitions and posting vouchers The steps for running a process are as follows E Before running a process specify criteria to let the system know what data to process and when and where to process it E Specify when and where to run the process in the Process Scheduler m lf processes are run regularly use run controls to bypass all of these steps Run controls load all the specifications for you Choose Add to establish new run parameters and Update Display to run a process for which you ve already established a run control Exercise Running a Report Select a Report from menu Requisition Print Step 2 Navigation Go Administer Procurement Requisition Items Go Favorites Criteria Help Back Earward Define Business Rules Maintain Items Administer Procurement Maintain Yendors Manage Assets Administer Contracts Process Financial Information Requisition Items Establish Asset Processing Manage Purchase Orders Georgia State University Manage Shipments Enter voucher Information Create Payments Review Vendor Information W PeopleTools Step 3 Navigation Report Requisition Print Add Requisition Items File Edit view Go Favorites Use Process Inquire Report Help 1 7 EI mil E A Requisition Print B amp amp x gX mjm Requisition to PO XREF gt Update Display Page 47 he Introduction To The Spectrum System Exercise Running a Report Continued from previ
19. er GSUDEYV1 LOGIN LGNWNT32 DLL 440 The operation was attempted on an invalid drive 51 SUDEV1_APP ORACLESORAS2 B1N 4 gt Setting N drive to gsudev1 Drive N GSUDEV1_APP gt Setting up L for HRMS project data area uthenticating to server NETSERYS Drive L NETSERV3 DEPT HRMS_PROJECT gt GSU Returning control back to calling script uthenticating to server NETSERYE Drive NETSERV6_DEPT 4 Drive M GSUDEV1_SYS PUBLIC 4 Drive N GSUDEV1_APP 4 Drive P GSUDEV1_USR 5 51 SUDEV1_SYS PUBLIC 4 Drive H NETSERV2_USR PUBLIC PATHFINDERSFINMKF gt Setting up A for HRMS project data area LOGIN LGNWNT32 DLL 440 The operation was attempted on an invalid drive LOGIN LGNWNT32 DLL 310 The workstation date and time could not be set Page 18 A Introduction To The Spectrum System Step 6 At the PeopleSoft Signon screen Type in your Operator Id and Password and press the OK button PeopleSoft Signon FeopleT ool 7 63 04 Copyright c 1988 1999 PeopleSott Inc All rights reserved Enter Signon Information Below Connection Type Application Server T Application Server Hame FPROD Operator ID FINMEE Password rrr Set Password Cancel Step 7 A PeopleSoft window appears The Requisition Items window appears below however depending on your workstation this window may be an Express Voucher Query or another window You have successfu
20. erver Process Class Run Status C5405071 x fian fian fian x Process Operator Server Process Class Instance Run DateTime Status PORGOIO CS40501 SOR Report 2062718 01 17 2006 9 00 134M Success GLC8040 CS40501 Crystal 2062566 11 28 2005 4 27 46PM Error iy SOA Report 2062119 09 12 20 PORGOIO CS4050 2062119 09 12 2005 10 50 384M Cancel Page 50 A Introduction To The Spectrum System Updating a Process Depending on the status of a process you can cancel it delete it put it on hold or requeue it The table below shows which actions you can take for each status Status Possible Actions Error Delete Queued Cancel Hold Initiated Cancel Processing Cancel Canceling a process keeps the process from being run and changes its status to Canceled in the Process Monitor Deleting a process completely removes it from the Process Monitor The status reads Deleted until you refresh the Process Monitor After the monitor is refreshed the process no longer appears To cancel a process gt Highlight the process in the Process Monitor gt Select Cancel from the Action menu To delete the process gt Open the Action menu again gt Select Delete To put a process on hold gt Highlight the process gt Select Action Hold To start the process again later gt Select Action Queue 6 Process Monitor Untitled File Action wiew Goa Favorites Help Bal Hold Qu
21. eue OQ Gancel i Delete Process Class Run Status Pest Ya fan z Refresh List Ctrl R Refresh List All Ctrl 4 Process Class Instancel Run DateTime Status W Select All o Crustal o 2i ar6 DIAB 2006 JA29 APM Success Deselect All Display SOR Output Panel Transfer Log Transfer In this Example the Status is Success and the only Possible Action is Delete Page 51 A Introduction To The Spectrum System Appendix A Keyboard Functions Online Help Access lt F1 gt Help Infobase Search List Navigation lt F4 gt Displays a list of all valid values lt Shift gt Displays a partial list of valid codes based on lt F4 gt partial search criteria lt Ctrl gt Prompts for alternate search criteria lt F4 gt Panel Navigation lt F2 gt Displays next panel in a group lt Shift gt lt F2 gt Displays previous panel in a group lt F6 gt Displays next panel in the menu lt Shift gt lt F6 gt Displays previous panel in the menu Scroll Functions lt F7 gt Inserts a row lt Shift gt lt F7 gt Inserts a prior row lt Ctrl gt lt F7 gt Forces a row write lt F8 gt Deletes a row lt F9 gt Displays the next record in a search list lt Shift gt lt F9 gt Displays the previous record in a search list lt Ctrl gt lt F9 gt Displays all records in a search list box Edit Functions lt F5 gt Inserts an image lt Del gt Deletes the highlighted text Page 52
22. evenue Estimate A revenue estimate budget tracks revenues recognized and cash collected against estimated revenues Some examples include departmental sales amp services or sponsored research Project Grant Budget A project grant budget is independent in that it is not linked to an existing appropriation or organization budget It tracks or controls spending of a budget at a detail level Funds are budgeted in different categories such as Faculty Staff Miscellaneous Travel Supplies and or Equipment Examples of Project Grant Budgets include Capital Soonsored Research and Continuing Education Page 10 he Introduction To The Spectrum System Sample Budgets Sample University Operating Budget University Personal Services 240 874 061 00 University Non Personal Services 179 926 194 00 Total University Budget 420 800 255 00 College VP Units Sample Appropriation Budget Fund College VP Unit Class Personal Services Fund College VP Unit Class Non Personal Services 10 11A000000 11000 POOOOO 55 930 746 00 10 11A000000 11000 NOOOOO 5 572 521 00 Total Appropriation 61 503 267 00 Departments Sample Organization Budget Fund Program Department Class Personal Services Fund Program Department Class Travel Fund Program Department Class Supplies Fund Program Department Class Equipment 1110 110600000
23. formation Go Favorites Use Process Inquire Report Help i Back Ali eE Forward New Window Define Business Rules Maintain Items Administer Procurement Maintain Yendors Administer Contracts Requisition Items Manage Purchase Orders Manage Shipments Enter Voucher Information Create Payments Review vendor Information Manage Assets Process Financial Information Establish Asset Processing Georgia State University PeopleTools step 2 The Enter Voucher Information window is displayed Navigation Use Express Voucher Invoice Information Update Display Enter Voucher Information File Edit view Go Favorites Use Process Inquire Report Help il GEIE PO Vouch A 18x Z CEI El es Express Youcher Adjustment Register Voucher Complete Posted Voucher Complete Unposted Voucher Error Correction Selective Line Update Selective Line Update Errors Group Information Update Status EntryPeople Delete Control Group Post Control Group OpenItem Update Budget Control Exceptions Step 3 Update Display Express Voucher plela ARAIA Invoice Information Schedule Payment Record Payment Approvals and Matching Accounting Information Currency Template Information Status Summary Comments Update Display The Update Display Express Voucher Search Dialog Box is displayed x Business Unit i a Voucher ID Invoice Number Short Yendor Name s s S Vendor ID a Name 1
24. g Windows 95 98 Me NT 2000 Windows 3 x Macintosh retouctions for installing the necessary Citrix ICA Client and subsecu use of the Spectrum System Please read completely before attempting lt internet O oO Step 4 Go to the Links section click on the software you will be using for Accessing the Spectrum System and review instructions Page 15 he Introduction To The Spectrum System step 5 Follow the instructions to Install Citrix on your workstation e spcW95 98 nt 2000 Microsoft Internet Explorer File Edit Yiew Favorites Tools Help sa Back B i A Search Ga Favorites Media E57 amp x B Address http www gsuedujvwawces doc spectrum spew95982000 htm v Go Links 6 A Accessing the Spectrum System from the Windows 95 98 Me NT 2000 workstation To access the Spectrum System you must first install the necessary citrix client on your workstation This process involves downloading saving and then installing the socfrm60 exe file on your machine After successful installation of this software a Spectrum Applications folder appears on your desktop Users access the Spectrum System by clicking on this folder and then choosing the desired application NOTE Users who installed Citrix ICA Client Software prior to 1 11 99 must uninstall existing software before attempting this process Click for uninstall procedures Read all instructions before beginning or pri
25. g and Communications Services A brief introduction to the Spectrum System Citrix several links to help you get started and download the necessary files and information an obtaining help The spectrum System is Georgia State University s new state of the art financial applications system Georgia state has finalized the deployment strategy for the new Spectrum software to support our Financial applications in July 1999 In the traditional client server environment parts of the application software would actually reside and execute on the user s desktop workstation This method would demand that the user have a high end workstation Additionally this traditional method would also require an extraordinary amount of support to maintain the configuration information that would be required on each desktop Thus it was necessary to find a product to provide a computing environment that requires less user interaction and support The Citrix MetaFrame product is a solution that will greatly reduce these concerns The Citrix environment allows multiple concurrent users to logon and run the application via the server Because of this many clients and platforms can be supported i e 496 Pentium based Windows 3 x Windows S596 NT Macintosh or Unix Seclowrernt Strategy for Soechum Software Georgia State University FocuslT 202 1999 January Getting Started Spectrum System Checklist A checklist of tea Accessing the Spectrum System usin
26. ge The Process Scheduler Request box appears Select Client for Run Location Printer for Output Destination Process Scheduler Request Operator ID FINMKF Run Control ID Requisition_Print r Run Location Output Destination Client Server C File Printer C Window SENET File Printer LPT1 OK r Run Date Time Run Recurrence Cancel Time 02 50 00 PM Reset to current E AmE Description Name Frocess Type Descr quisiti i PORQO10 SOR Report The bottom of the Process Scheduler Request dialog box lists the processes that are available to run Highlight the processes to run and click OK If only one process appears it will already be highlighted The Process Scheduler The Process Scheduler plays an important role in accessing and manipulating data in the Spectrum System The Process Scheduler is used as a vehicle to begin or kick off the processes requested through the Process and Report on line menus When you request a process to run or a standard report to print you are actually asking the Process Scheduler to schedule the process for you The Process Scheduler is a PeopleTool that performs tasks behind the scenes It can run several kinds of processes COBOL programs database queries reports on a regular schedule or at your request Furthermore it can run the processes at your workstation or on a server The Process Scheduler handles reports because you d typica
27. he edit box and the number of characters you can enter are deter Edit Box mined by the length of the associated database field Edit boxes for fields with prompt tables have a prompt button a small button with a down arrow to the right of the box Long often wide rectangular boxes are for long text items Long Edit Box such as comments Long edit boxes are used for variable length alphanumeric fields the length of the field is determined by its contents rather than by the physical size of the box on the panel Small square boxes that operate as a toggle switch On and Off for data fields that can have one of two values Checkbox The on and off toggle typically indicates Yes and No Each checkbox is independent of other checkboxes on a panel and many may be checked at the same time Small round buttons that each represents one option for a Radio Button field with multiple defined values Only one radio button in a group can be turned on at one time Rectangular boxes with a prompt button within the box You cannot enter data in these boxes Instead click the Drop Down List Box prompt button to reveal a list of valid values from which you can select a single option A drop down list box provides a static set of options from which to choose Page 28 he Introduction To The Spectrum System Examples of Data Entry Elements Maintain Vendors Use Vendor Information File Edit View Go Favorites U
28. her than updating existing data When rows that have dates associated with them are inserted you are actually building a history of information Button Action Definition Zi Inserts a new row in a scrollable frame Insert Row Bel Deletes the current row of data Delete Row Page 34 A Introduction To The Spectrum System Toolbar Navigator The navigator buttons offer an alternative route to the panels as well as giving you an overall view of how the business processes link together Once in the Navigator you can click on any graphic to jump directly to that process without stepping through the menus Button Action Definition d Toggles to the Spectrum System Navigator Navigator tool kal Moves you to the previously accessed Go Back parei Moves you forward to a panel This feature Go F d is turned on only after using the Go Back Sea button Data Entry Modes When performing multiple data entries for example recording information for several vendors the data entry mode buttons save repeated backtracking through the menus These buttons can be accessed from the toolbar and bring up a search dialog box to enable you to select the next record easily Button Action Definition Inserts a new row of information to the database with a new high level key gt Q Q Accesses existing rows of data on the database If data is effective dated displays only current and fu
29. if there are edit errors the system will issue a warning or error message The button is gray when data have been saved Save or no changes have been made Tells the system to perform a pre defined process request Not all Bd panels have pre defined processes attached When selected it opens the Process Scheduler Request panel where you can set up Run your specific Run Control parameters for the current process set Runs the current process without first displaying the Scheduler Run With Request panel It uses the default settings for the Run Control ID Defaults Clears the entire panel or panel group and any data that you may x have entered or changed without saving When you press Cancel the system does not warn you to save changes Use Cancel if you entered data incorrectly and want to start anew After pressing Cancel the Spectrum System returns you to a window without any panel information Cancel Page 32 he Introduction To The Spectrum System Search List Navigation When accessing a record using a partial search typically you will have multiple responses that satisfy the search In this case the list buttons become active The record selected appears in the panel but the list buttons allow you to scroll through the full list without having to perform another search This is an effective way to view or update a group of records that match specific partial search criteria Button Action Definition
30. ive date that is closest to today s date but does not exceed today s date not a future date Only one row may be the current row History Data rows that have effective dates earlier than the current data row Future Data rows that have effective dates later greater than today s date Example Effective Dated Information As Of 01 01 1999 Vendor ID Loc Eff Dt Address Future 1201001 002 03 10 1999 248 Ex 4 1201001 002 01 20 1997 126Co j History Page 36 A Introduction To The Spectrum System Data Entry Modes Every time you select a panel or panel group a mode is associated with it The data entry modes are Add Update Display Update Display All and Correction Access to the Correction mode is based on your security profile If the panel does not contain effective dated rows the Spectrum System will default to Update Display Data Entry Mode Data Entry Required Add Inserts a new row of information to the database with a new high level key For example when you enter a new vendor you will not have any data on the vendor in the system yet so you will add a new row of data to the tables in which vendor data is stored Update Display Retrieves current and future existing rows of data on the database You can insert but not change or delete a current row You can insert change or delete future rows Update Display Retrieves history current and future existing ro
31. king in i e Production QA or Training The right side shows the panel name and which action you selected when you accessed the current panel Gea Gr Sie ee v vie Contains toolbar buttons that perform certain common navigational and data entry commands The toolbar buttons are shortcuts for menu commands Page 25 A Introduction To The Spectrum System Chapter 8 Panels and Panel Groups A panel is the graphical interface between the user and the database They are the actual screens containing various fields which enable you to view enter and update data that are in the Spectrum System When you select a menu item a list of submenu items appears These are the panels or panel groups that can be selected A panel group occurs when a single panel is not large enough to accommodate all of the fields in a record Once the panel is selected the navigation path appears in the Spectrum System title bar Example a Requisition Items HEJ X File Edit Yiew Go Favorites Use Process Inquire Report Help Al l Requisitions Requisition Form Requisition Schedule Budget Control Exceptions Hoa arene Defaults Details Activities Panel Group In the example above the panel group Requisitions consists of 5 individual panels Requisition Form Requisition Schedule Header Comments Defaults Details and Activities Requisition Items Use Requisitions _ x File Edit view Go Favorites Use Pro
32. llows you to use a PC or a Macintosh to access Spectrum and does not require the Spectrum System software to reside on your desktop computer To access the Spectrum system you must first install the necessary Citrix Client on your workstation If Citrix has not been installed on your computer please follow the instruction below Step 1 Access Spectrum webpage hitp www2 gsu edu wwwspc downloads htm E Downloads Microsoft Internet Explorer File Edit View Favorites Tools Help 4 Back Tx fat Gi Search Gaj Favorites eMedia es Eh ki Address E http jiez gsu edul wmnspe downloads htm Go Links ir ki os Office of Spectrum Systems Gy 0 lst dansala Georgiastate A Department of Finance and Administration Fa 404 261 4098 University Sommunications Downloads Account Codes Budget Structuri Contact Us A Download Spectrum System fea le internet Step 2 Click on Download Spectrum System Page 14 he Introduction To The Spectrum System Step 3 The system will display the following page E Spectrum Information Center Microsoft Internet Explorer File Edit View Favorites Tools Help se Back x fat E Search j Favorites Media E Ey r B Address la http Haw gsu edulwuwaccs doc spectrumsspectrum htm Go Links spectrum Information Center Policy standard Procedure Informative Version 1 1 1 Last Updated 10 31 03 University Computin
33. lly like the system to generate the report while you continue to work on something else The Process scheduler also enables you to track the status of the report Step 8 The Results of the Requisition Print page Requisition 5 p L OMP Ship To 158 Edgewood Avenue Req ID Date Page Atlanta GA 30303 0000020115 06 24 2005 1l Requestor Randall abernathy Sonda L USD Requestor Signature ine Schdtem Description Mfg ID Quantity UOM Price Extended Amt Due Date 2 1 Airfare for Employee Travel 1 0BA 400 00 400 00 Buyer Blackburn Trennye Tomlinson Vendor 000556383 Parks Gerald Ike Vendor Item Page 49 A Introduction To The Spectrum System Process Monitor It can be difficult to determine whether the process you requested actually ran unless the output is obvious such as a hard copy report The Process Monitor allows you to see whether the process you scheduled to run was successful The Process Monitor is accessed through People Tools Access the Process Monitor panel Navigation Go People Tools Process Monitor Go Favorites Use Process Inquire Report Help New Window Define Business Rules v Administer Procurement Manage Assets Process Financial Information Georgia State University nvision Query Workflow Administrator Process Monitor Step 2 Process Monitor page is displayed Process Monitor Untitled File Action View Go Favorites Help Xe Zale Qualify Process List Operator ID S
34. lly logged into the Spectrum System Requisition Items File Edit View Go Favorites Use Process Inquire Report Help Bjel aae ele m Sis eles lviie Page 19 A Introduction To The Spectrum System Chapter 6 Navigating through the Spectrum System The Spectrum System is a table driven application which stores information in a large number of separate tables In order to access all this information you will need to have a basic understanding of how to navigate through the system This is done by a graphical user interface GUI made up of menu selections windows and panels The navigation path looks like this g Window Group Panel Group Example of a navigation path Go Administer Procurement Enter Voucher Information Use Express Voucher Invoice Information Add Requisition Items BHE Ea File Edit view Go Favorites Use Process Inquire Report Help Back a 4 x Forward New Window Define Business Rules Administer Procurement Maintain Vendors Manage Assets Administer Contracts Process Financial Information Requisition Items Establish Asset Processing Manage Purchase Orders Georgia State University Manage Shipments Enter Youcher Information Create Payments Review vendor Information b b Maintain Items b gt b b PeopleTools Page 20 A Introduction To The Spectrum System Example of a navigation path continued from previous page Go Administer Proc
35. n is not available in that panel The menu items will also be grayed out and not available Examples using the shortcut button and menu bar Button Action Menu Navigation Menu Bar MES Edt View Go Favorites Save lt Enter gt Aun Save Fi le Save Run with Defaults Cancel lt Esc gt E xit View GO Favorites Use Process Inq Navigator Display Next Panel in Group Fz Previous Panel in Group ShiFt F2 A ext Panel 7 Previous Panel ShiFt F Next Panel View Next Panel ee es First Unworked in vviorklist Mext im List Fa i Previous in List Shift FS i List iir Fa Next Step Fiz Previous Step Shift F lz Panel Mame Edit wiew Go Favorites Use uE Etrit Copy Gtr t Paste erl Insert Image FS rompt Fa Adds a new Edit Add Prompt partial hey Shitt F4 Prompt alternate keyi tr tHE of record a Insert Rio ime Insert Prior Rov shitt HEF Delete Row Fa Force Row write atr tHE Update Display Update Display 4ll Page 31 he Introduction To The Spectrum System The toolbar buttons are shortcuts to functions associated with data entry and navigational commands These commands include process actions search list navigation panel navigation row functions the toolbar navigator and data entry modes Process Actions Button Action Definition Sends the information entered on the panel or panel group to the database If there are any required fields on the panel that are Ej incomplete or
36. nel field or group of fields A display only box that visually groups together a set of fields on Frame a panel Group Box A display only box with a text label to group and identify related fields such as radio buttons Static Image An unchanging graphic such as a logo or other visual element Examples of Aesthetic Elements Control Menu Box Title Bar as K Analyze Controlled Budgets Report Organization Budget Status Mn x File Edit View Go Favorites Inquire Report Help Menu Toolbar gt S 1alx mie aa Seal g LALALA Static Image Parameters Panel Tab gt Title Bar gt Control Menu Box Operator ID FINMKF gt Me nu Run Control ID Org_Bat_Status gt To olb ar rP t ace a gt Status Bar rame Unit ERM Georgia State University Fund DeptiD Program Class CERET hane Account G B joz FRUITS pioz i000 x fz a roup BOX ao gt Parameters Scenario Budget Period Currency oe gt Option Currenc x 2006 usp y aoe 2l zj mj C Statistics lt Status Bar FPROD Parameters Update Display j a Page 27 A Introduction To The Spectrum System Data Entry Elements On panels several types of data entry fields display Each of the fields is designed to offer different ways of entering and maintaining information These types of fields are always associated with the actual fields in the database Rectangular boxes for data entry The size of t
37. ng is designed to separate revenues and expenses by fund to enable an institution to track and report activity for a particular purpose PeopleSoft Financials consists of 4 types of budgets Appropriation Organization Revenue Estimate Budget and Project Grant Appropriation Budget An appropriation is the highest level of budgeting in PeopleSoft An appropriation establishes a budget authorized for expenditures for a specific purpose during a specific period of time The appropriation budget allocates monies at 2 levels Personal Services and Non Personal Services Georgia State University s appropriation budget is composed of all the Colleges and VP Units Examples of appropriation budgets are the College of Arts and Sciences J Mack Robinson College of Business School of Policy Studies Vice President for Finance and Administration and Vice President for Development Organization Budget Each organization budget is linked to an appropriation budget An organization budget tracks or controls spending of a budget at a lower level of detail than an appropriation The organization budget allocate monies at detail levels such as Faculty Salaries Staff Salaries Graduate Assistants Part Time Instructors Travel Supplies and or Equipment Departments at GSU comprise the organization budgets Some examples include Biology Marketing Kinesiology and Health Accounting Services Registrar Student Center Purchasing and Facilities Planning R
38. nique row of data If the primary key is entered correctly and in its entirety the panel with the associated data displays Other keys are referred to as alternate search keys If the primary key is not known the alternate key provides an easy way to search for data but does not uniquely identify rows of data Complete or partial entry of an alternate key results in a list box appearing from which you must select the item for viewing Example of a Search Dialog Box Update Dis play Express Voucher Business Unit GSUFS ie Primary Keys Youcher ID Invoice Number Short Yendor Name Yendor ID Cancel Search Detail Use Query Alternate Keys Hame 1 PELERER New Query Unit Voucher Invoice Gross Amt List Box Search Results The primary keys in this example are Business Unit and Voucher ID The alternate keys are Invoice Number Short Vendor Name Vendor ID and Name 1 Page 38 A Introduction To The Spectrum System Search Criteria There are two value types and a wild card option to use in the primary and alternate search keys gt Full Text Values Valid values that are entered in its entirety into a field For example the voucher Id field consists of an 8 digit value The entire 8 digit number must be entered In the example that follows the Voucher Id is 00751438 Other examples include Requester or Buyer Name a complete name in PeopleSoft format Clark
39. nt a copy of reference Installing the Citrix ICA Client spctrm60 exe on your workstation Download and Save spctrm60 exe Go to http Jiawnww gsu edulcitrix Scroll to Downloadable Files Click on spctrm60 exe The default download directory should be C Temp Create this directory if necessary In the Unknown File Name dialog box click on Save File or In the Save As dialog box click on Save Close this window Install spctrm60 exe e Goto your desktop e Click on My Computer e Click onthe C drive Z P ag intenet Note Select the Printers link on the Spectrum Information Center page steps 2 amp 3 to geta list of printers that are compatible with the Spectrum System stem Draien aliah erber Hiorasali eben teplorcr Be GE fee Fyris Tote bee sek o O a Gee Geert Gees G e OE S Gating Started Spectees Syin Chocklint Ackackied of ingaand dapi te Bon Sperkeow ieee fiscmieg the Sgeectrum Syam ming Windows 8 MoM FU ra 3 4 Buecintoshs berieben H urbe a ees Lin PA heed pHi aed mia 2 Series paar H beri es aa Had erp bate gt eg Changing your Spectrum paseword hee Eee pgp eerie AH bearer ub Species pared Cpe rather Ihiar b kba pda diraa det aed bwar a mam a eadable fee Hadra d deere mitit dap poet be wendy ha parirs Dye tas Ben Skis UE r Ji a raa al b Rpa i Ae pees Bea Ciamp Arribet qr ile tha detid summattu is baa diram p vips Specdowene acted e
40. ons you will use as you move through panels and View update your database Some of these options are also available through the toolbar and function keys Go Accesses the different Spectrum System window groups you are authorized to use Favorites Lists personal preferences of commonly used panels to be accessed quickly from any Spectrum System window Help Provides access to the Spectrum System generic online help Page 24 he Introduction To The Spectrum System There are four additional menu items that will display depending on the specific panel you are using and your security access rights Use Process Inquire and Report Menu Item Function Use Provides access to the data entry panels you are authorized to access For example Create Payments Use Express Check Process Provides the ability to run certain processes You can also use this menu item as a step in running certain reports For example Maintain Vendors Process 1099 MISC Balance Inquire Provides online summary information Inquire panels are for viewing only For example Manage Requests For Quotes Inquire Vendors By Quotes Report Provides a list of pre defined reports available to you For example Create Payments Report Payment History by Vendor Status Bar Toolbar Se e aja Database Panel Name Action Type FPROD Requisition Form Add The left side displays the database you are wor
41. ous page Step 4 Step 5 Step 6 Establish a Run Control At the Add Reduisition prompt box type in the name of the Run Control ID and press the OK button Add Requisition Print Run Control ID Requisition_Print Note Spaces cannot be used in the run control id name use underscores instead Once you have established a Run Control use the Update Display mode the next time you run the process Specify the criteria for the report Business Unit GSUFS Requisition ID the 10 digit requisition number you would like to print Requisition Statuses to Include Check all boxes Select On Hold AND Not On Hold Press the B Save icon Requisition Items Report Requisition Print Fie Edit wiew Go Favorites Use Process Inquire Report Help ajelelx aE eje oa Se Requisition Print Operator ID FINMKF Run Control ID Requisition_Print Report Request Parameters Business Unit GSUFS rReq Statuses to Include lV Approved Select All Requisition ID 0000031 391 _Select Al MV Canceled Th h o MV Completed From Date Ma a MV Open FO Pending Jn Hold AND Not On Hold v Note You may also use the date range From Date Through Date if you do not know the requisition number or if you would like multiple requisitions printed out Press the Run icon Page 48 he Introduction To The Spectrum System Exercise Running a Report Continued from previous pa
42. own as SpeedChart exists on the Purchasing and Accounts Payable modules The same values will be used for both SpeedTypes and SpeedCharts These values when entered into the system will translate and automatically fill in the corresponding predefined chartfield values Then users will only need to fill out any remaining chartfield values in order to complete their transactions SpeedTypes can be used for budget adjustments and journal entries while SpeedCharts can be used for vouchers purchase requisitions travel authorizations and consultant authorizations In order to have system wide usage of a consistent value throughout all modules both the SpeedType and SpeedChart values must be established SpeedType Dept ID Budget Period Proj Grant SpeedChart 2 9 4 5 4 5 SPEC 10 612250000 1620 11000 2006 N A ALY34 20 142000000 1110 64000 2000 ALY34 SpeedChart GL Unit A Dept 612250000 Bdgt Pd 2006 SPEC 2 Account Program fi 620 Proj Grt Fund fi 0 Class fi 1000 Stat GL Journal Entry Processing Ea Speedl ype kep FEEN Aoo x fi Bdgt Pd _ BP Override Preiau Aff z 42000000 1110 64000 2006 BP Override ALY34 Page 9 A Introduction To The Spectrum System Budget Structure Georgia State University operates primarily on funds appropriated by governmental bodies or donated by private entities and uses a method of accounting called fund accounting Fund accounti
43. page Button Action Definition Brings up the next panel in the current panel group If you re have come to the end of the panel group it brings up the first panel in the group again For example if you are on the third Next Panel in Group of three panels in a panel group this button brings you to the first panel iz Brings up the previous panel in the current panel group If you are at the first panel of a group it brings up the last panel Previous Panel For example if you are on the first of three panels in a panel in Group group this button brings you to the third panel Brings up the next panel in the menu list From the last panel in a menu the Next Panel button summons the first panel in El the next panel group on the menu For example imagine there are two panel groups in a row Group A and Group B Next Panel each with two panels If you press this button from the second panel in Group A you will move to the first panel in Group B Brings up the previous panel in the menu list From the first panel in a menu the Previous Panel button summons the m panel group prior to this one from the menu For example imagine there are two panel groups in a row Group A and Group B each with two panels If you press this button from the first panel in Group B you will move to the second panel in Group A Previous Panel Row Functions Adding rows in a panel allows you to add additional information rat
44. pee 5 p Help W you have questions or need aesistance Heare contact ihe Help Center 0851450 of buea ei L E internet Page 16 A Introduction To The Spectrum System Chapter 5 Logging on to the Spectrum System Step 1 On your desktop double click on the Citrix Program Neighborhood shortcut Citrix Program Neighborhood nk2 step 2 The following screen will appear Citrix Program Neighborhood Custom ICA Connections ey x m amp Up Refresh Delete Properties Settings VIEWS Add ICA Seen Spectrum Dew Spectrum QA Spectrum SpectrumHelp Connection Training 6 objectis Spectrum Double click on the Spectrum icon Page 17 he Introduction To The Spectrum System step 3 The Novell Client for Windows login screen appears Novell Client 4 90 SP Citrix Novelle Client for Windows User Name fme Password e M Workstation only Cancel Advanced gt gt oe in your User Name and Password and press the OK button step 5 When the N Results page appears press the Close button our current context is fmd FIN GSU a gt Checking for superServer access gt Mapping general drives to netserv2 51 Z NETSER V2_APP PUBLIC UTIL 4 Drive G NETSERV2_APP PUBLIC 4 gt Checking for production app access gt Checking for Developer Options gt mapping drives for dev_ora92 public on gsudey uthenticating to serv
45. rst 300 entries of that data table Double click on the data to select it for the field Page 40 A Introduction To The Spectrum System Example Enter Youcher Information Use Express Youcher _ e x File Edit Yiew Go Favorites Use Process Inquire Report Help aH spas Se aa Sle lel jv izz Update Display Express Voucher Business Unit suFs a OK Youcher ID Cancel Search Place Invoice Number Detail Cursor in Short Vendor Name Vendor Id Vendor ID 2 Valid Values Ed _Use Query Name 1 New Query field and set esurs pee press the Unit Voucher Invoice Vendor ID nA endor Pf i 0172472006 F 4 key for Effective Date a Sanh a list of Click on the Short Yendor Name possible data you wish SetID Vendor Eff Date ShortName h m GSUFS O o00000001 1999 06 09 i LEXISNEIS 001 rs Cnoices to retrieve and GSUFS 0000000012 1999 07 14 CHILDSUPPO 001 GSUFS o000000014 1999 07 14 ALIMONYSUP 001 GSUFS 0000000018 2006 01 09 FAMIL Y SUPP 001 double click on GSUFS 0000000024 1999 07 14 WISCONSIN 001 gt daai lant a GSUFS 0000000025 1999 07 14 LIVINGSTON 003 GSUFS 0000000028 1999 07 14 STATECOURT 002 ala tO Sse1ect 1 GSUFS 0000000033 1999 07 14 USDEPARTME 001 GSUFS 0000000038 2001 03 07 MARYIDATO 001 for the field GSUFS 0000000039 2001 03 07 CHAPTER13T 002 GSUFS 0000000093 1999 07 27 VARIOUSVEN 001 GSUFS 000
46. s the new information system for the entire University System of Georgia The system includes both financial and human resources applications The software is aimed at enhancing functionality improving business processes and providing a superior reporting system Georgia State University was the pilot for the financial applications and went live on July 1 1999 The implementation of PeopleSoft resulted in the development of the Spectrum System Office The office is a unit of the Finance amp Administration Division of Georgia State University The Finance amp Administration Division s site contains links to other units in the division with the division s mission statement and organization chart being found on the Office of the Vice President s page The Spectrum System The Spectrum System is Georgia State University s state of the art financial applications system Georgia State University was the pilot for the financial applications for the University System of Georgia The Spectrum System was implemented on July 1 1999 and upgraded the system to version 7 5 of PeopleSoft Financials on December 4 2000 Several of the important functional improvements that were realized with the implementation of the Spectrum System include E Electronic generation of purchase requisition purchase order travel and consultant forms Shift in financial management responsibility from central offices to end users 0 E Automati
47. se Process Report Help S ahala we aa SE ele v lve Identifying Information Address Location Contacts SetlD GSUFS Vendor 609985359 BE Name 1 OFFICE DEPOT MEE e Edit Boxes ShortName OFFICEDEPO OFFICEDERO 004 Supl NHin l Withholding Tax Id Number 609985359 Check Boxes Classification Status Persistence M Open For Ordering Vendor Relationships Duplicate Invoice Checking Options Corporate Vendor 2 Effective Date 070171900 Status Active m E Duplicate Invoice Checking Cancel Default D Business Unit f Reject Vendor ID f Recycle Invoice Number Warning Radio Buttons Invoice Date l Gross Amount Drop Down List Boxes Long Edit Box Comments Page 29 A Introduction To The Spectrum System Data Processing Elements The data processing elements enable you to initiate system or functional processes and maintain levels of information on your panel Name Functions Square buttons located on the toolbar directly beneath the menu bar These represent application processing actions such as Save or Toolbar Cancel Toolbar buttons are not actually part of the panel They are Button however available from every panel in the Spectrum System Any toolbar that is not applicable to the current procedure is grayed out Narrow vertical rectangles with an arrow at each end indic
48. ses one Business Unit GSUFS All transactions vouchers purchase orders requisitions and journals are entered using the same Business Unit Page 39 A Introduction To The Spectrum System Often however you may not have all the information you need You can use alternate keys to assist you in selecting the appropriate records Once you have entered an alternate key the system displays the list from which you may select a value Example Update Display Express Youcher Business Unit GSUFS gt Youcher ID o Cancel Search Invoice Number Detar Short Yendor Name w Yendor ID Use Query Name 1 OFFICE INTERIORS INC New Query Unit voucher Invoice Gross Amt Date ShortName vendor GSUFS OOvoe44 14772 1434 6 2005 11 22 OFFICEINTE O03 201177973 GSUFS 00797913 EEEF 4430 2005 11 22 OFFICEINTE 003 201177973 GSUFS 00794511 14455 3549 5 2005 09 13 OFFICEINTE 003 201177973 GSUFS 00794510 14430 3532 39 2005 08 30 OFFICEINTE O0 3 201177973 GSUFS 00794508 14268 370 38 2005 08 19 OFFICEINTE 003 201177973 GSUFS 00794507 14305 915 25 2005 08 19 OFFICEINTE 003 201177973 GSUFS 00792404 14814 359 2 2005 11 29 OFFICEINTE O03 201177973 GSUFS 00790088 14711 4430 2005 11 09 OFFICEINTE 003 201177973 GSUFS 00725655 14692 134 2005 10 28 OFFICEINTE 003 201177973 GSUFS 00785652 14689 BAO 2005 10 27 OFFICEINTE O03 201177973 GSUFS 00783965 14597 59 96 2005 10 14 OFFICEINTE 003 201177973 GSUFS 00783962 14636 12604 39 2005 10
49. te of the Art Financial system REQUEST FOR USER ACCESS CORRECTION OF ACCESS Employee Name Jane Doe Department 619990000 Office Locatwn 401 Spark Hall Ship to Location 40 Spark Hall Phone Number 404 413 9999 Colkee VP Ares Fimanceand Admmictraton Campus ID doe a PantherCard ID or EmpllD glease infrage 05 95 5999 000999 Network ID FIN JD GroupWee ID or Email pkar inicare FIN JD LANG ATE CSU EDU Financial System ty Access Required Inquiry X Reports X Enter Regs amp X EnterGL O Query O Express Vouchers Journal Entrez Financial Sytem Workfbw Role s Opronal Not Applicabk Organization Number s Orkin Code DRG or DSP ApprmverlO Approver O Approver3 O Fimal Approver O Project Number s Orem Code PRJ or PRS Project ippover O ApprwerlO 9 Apprower O Apprower3 O Final Approver O Date Date epairen Sonaure of Appro i notregmred dy the Spear Office however Emay Deregured dy sone Callge andor FP wears Plese send completed form to Spectrum System 01 Sparks Hall or fx to 04 413 54 A seperite form is required Sracoes b the PeopleSoft Human Reoures system Plese viat the CSU HR website for theapprpoat form Step 4 Send Form To Spectrum Office 401 Sparks Hall Fax to 404 413 3034 Page 13 wy Introduction To The Spectrum System Chapter 4 Downloading Citrix The Spectrum System is accessed from your PC through Citrix a server based operating system Citrix a
50. trum System View Date Boxes Enter a date by either of the following methods e Place the cursor in the date field and double click with the left mouse button e Place the cursor in the date field and Press F4 e Enter the date mm dd yy PeopleSoft requires that 6 digits be entered but the user does not have to type the slashes The slashes will populate once the user presses the Tab key or moves out of the field S Place cursor in date field and Dae double click or press F4 d lt Jan2006 gt l Sun Mon Tue Wed True Fri Sat 1 2 3 4 4 T 8 9 Ww n P1 y Select the desired date by clicking 15 16 17 18 4 A H on the forward and back s 2 3 a sat arrows to adjust the month and 233 3 32 1 2 F 4 click the double forward gt gt and SE a a double back amp 4 arrows to adjust the year For the day of the month click on the day e Due to the change of the century when entering two digits for the year the user should note the following breakdown that will populate 00 49 2000 50 99 1900s lf you enter a field value incorrectly the system flashes a warning message Clicking the Explain button shows the correct format to use PeopleSoft D lnvalid date 40 10 Explain Explain Page 46 A Introduction To The Spectrum System Chapter 14 Processes Once data is entered into the Spectrum System those records are available for various processing activities Some examples of processes includ
51. ture rows Upd Accesses existing rows of data on the database and displays all effective dated rows Allows you to update only current and future Update Display All OWS 2 IS sis D 2 Accesses existing rows of data on the database and displays all effective dated rows Allows you to update all rows including history Correction rows lind Page 35 he Introduction To The Spectrum System Chapter11 Effective Dating Effective dating is a key feature of the Spectrum System It allows you to view maintain analyze and report on past current and future information The Spectrum System maintains a complete chronological history of all of your data and tables whether you changed them two years ago or want them to go into effect two months from now When you enter new information related to existing data you don t want to lose or overwrite the data already stored in the database To retain history you add a data row identified by a date when the information goes into effect an effective date Effective dates allow you to keep history current and future dated information Effective Date Categories The system categorizes effective dated rows into three types current history and future You can determine if a transaction is a current future or history row based on the effective date of the transaction and today s date Category Definition Current The data row with the most recent effect
52. u Toolbar Bar Status Bar roo TT Page 23 he Introduction To The Spectrum System Title Bar Displays the navigational information for the current panel including the names of the window the menu and the panel group Enter Voucher Information Use Express Voucher _ ey x Control LEk Menu Box Provides access to commands that control the size and placement of the window The button on the left minimizes the window and turns it into a button on the task bar the middle button enlarges the window to fill the entire screen and the button on the right exits the application File Edit View Go Favorites Use Process Inguire Report Help Menu Bar gt F 5 o Z O a S Provides access to panels and to common navigational and data entry commands The Spectrum System like all Windows applications is menu driven You will find menu bar items displayed beneath the title bar in every window The options in the menu bar will vary depending on the panel and your security assignment There are six menu items common to every The Spectrum System window File Edit View Go Favorites Help Menu Item Function File Lists actions that save or process data Also use this menu to exit the Spectrum System Lists various data entry functions to use as you move through panels Edit and update the database These options are also available through the toolbar and function keys Lists navigation opti
53. urement Enter Voucher Information Use Express Voucher Invoice Information Add Enter Voucher Information ajx File Edit View Go Favorites Use Process Inquire Report Help las PO voucher Voucher Invoice Information Add Adjustment Schedule Payment gt Update Display Record Payment gt Register Voucher Approvals and Matching gt Complete Posted Voucher i Accounting Information gt Complete Unposted Voucher gt Currency b Error Correction b Template Information gt Selective Line Update gt Status Summary gt Selective Line Update Errors gt Comments gt Group Information gt Update Status EntryPeople Delete Control Group Post Control Group OpenItem Update Budget Control Exceptions Enter Youcher Information Use Express Youcher _ x File Edit wiew Go Favorites Use Process Inquire Report Help lv vile allexx aE Ge a SE amp Invoice Information Schedule Payment Record Payment Approvals and Matching Accounting Information Currency Template Information Status Summary Comments Name iti C CTC CSS S Loc o a endor Addr a Tems gt Gross 0 00 usp Use p 0 00 Date Sales asean e Freight 0 00 Type m Invoice P Pena o SF Bn sj eterence ay Amount mem Description Quantity UOM Unit Price ooo aff s f S Amount _ oe a Fund nm Program aj S e
54. ws of data in the All database You can insert but not change or delete a current row You can insert change or delete future rows Correction Retrieves history current and future rows of data It allows you to change or correct any row and insert new rows regardless of the effective date or sequence number Access to Correction is very limited and requires extensive training Example The data entry mode selected determines whether you can view and update information UPDATE a a DISPLAY ri CORRECTION m View Update View Update FUTURE gt Today Y Yes Yes CURRENT i lt Today Y Yes No HISTORY lt Current N Yes No Page 37 Yes No No es i es o he Introduction To The Spectrum System Chapter 12 Data Retrieval Data is retrieved by entering criteria in a search dialog box The computer searches through the database and either displays the panel with the row of data you requested or a list of the matching records from your criteria entry The list only appears if the criteria entered are not an exact match You may then select the data you wish to retrieve from the list to display the data in the panel Searching is conducted by using key fields that are unique to specific sets of data There may be more than one key associated with a search the keys listed in the first frame on the search dialog box are referred to as the primary keys Primary keys uniquely identify an individual or a u

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